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SENIOR ADMINISTRATIVE ASSISTANT

Position Details

Summary

Operating Title SENIOR ADMINISTRATIVE ASSISTANT
Long Classification Title SENIOR ADMINISTRATIVE ASST
Location UNH, Durham, NH
Department UNH COLSA Molecular Cellular & Biomedical [UBMCBS]
Summary of Position

Under broad supervision of Academic Department Program Manager, provide diverse, highly responsible, complex operational support to department chair and undergraduate & graduate academic programs through knowledge of operations/policies of administrative units.

Additional Job Information

The MCBS Senior Administrative Assistant is critical to the delivery of student and faculty services that support the Department’s ability to serve our academic programs, our course offerings (including multiple large-enrollment lecture and laboratory courses), and our 30+ faculty members.

Posting Number/Job Order # PS0736FY18
Acceptable minimum level of education HS or equivalent
Acceptable minimum years of experience 5-7 years
Other minimum qualifications

High school graduation with Seven years of office support experience of increasing responsibility including three years of supervision, or a Bachelor’s degree and three years of experience, or a combination of experience, specialized training and higher education equal to seven years. Comprehensive knowledge of office procedures and practices. Ability to establish and maintain effective working relationships with faculty, staff, students and the general public. Keyboarding and comprehensive computer skills, such as word processing, e-mail, internet, spreadsheets, database management, and software applications, as required by department. Effective written and oral communication skills. Organizational and analytical skills. Supervisory skills including the ability to instruct, direct, and evaluate work of others. Knowledge of bookkeeping and accounting methods if required by department.

Additional Preferred Qualifications
Salary Information

Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.

Salary Range: Minimum – $17.57, Midpoint – $22.26.

Starting Salary normally not to exceed 1st quartile ($19.91)

Quicklink for Posting http://jobs.usnh.edu/postings/28593
Percent Time Information (FTE) 1.00
Grade 12
EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, or marital status. Application by members of all underrepresented groups is encouraged. Hiring is contingent upon eligibility to work in the U.S.

Institution Information

The University of New Hampshire is a major research institution, providing comprehensive, high-quality undergraduate programs and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast, and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs.

Posting Details

Posting Date 02/08/2018
Open Until Filled Yes
Closing Date
Posting Open to Internal Candidates Only? No
Interested Internal Candidates Exist? No
Job Category Hourly Staff (Non-Exempt)
Appointment Type Regular
If TERM position provide projected end date
Equipment/Instruments
DOT Safety Information None applicable

Duties / Responsibilities

Job Duties

Duty/Responsibility

Chair/Administrative Program Support: Serve as liaison to and interact directly with COLSA Associate Dean, Honors Program, Graduate School, Office of the Registrar; Identify important issues needing immediate attention; Coordinate and communicate information to faculty, staff and other administrative units; Schedule/attend faculty meetings, and prepare minutes; Prepare correspondence in response to inquiries on departmental programs and activities; Organize and manage faculty personnel and department files; Maintain Chair’s calendar; Sign documents on behalf of the Chair when appropriate; Prepare teaching contracts for per course hires; Maintain departmental contact lists; Assist in coordinating student financial aid awards.

Duty/Responsibility

Faculty/Departmental Support: Coordinate Promotion & Tenure Actions; Provide support in faculty searches and sabbatical leave requests; Blackboard – enter final grades; Type variety of materials; student attendance forms, course materials, syllabi, exams, etc.; Schedule and proctor teacher evaluations; Interacts directly/provides assistance to students, prospective students, visitors, and visiting faculty.

Duty/Responsibility

Academic Program Information Management: Update undergraduate curriculum requirements (majors/minors) and reference materials; Prepare Administrative Reports (Credit Hours & Class Enrollments; Undergraduate Major Count; BS Degrees Awarded); Provide information to students/faculty by performing On-Line Data Inquiry utilizing Microsoft Access, BANNER and WebIntelligence; Provide faculty with Program Requirements linked with Academic History for Graduation Certification and Honors History for Honor-in-Major Programs; Update Course Database; Prepare and proof copy Undergraduate & Graduate Catalogs; Track assignment of departmental graduate assistantships.

Duty/Responsibility

Undergraduate Student Support: Maintain undergraduate student records/update student database; Prepare welcome letters to incoming and internal transfer students; Assign faculty advisors to undergraduate students; Enter/change student advisors in BANNER; Blackboard – maintain user list; Distribute RAC numbers; Student advising (academic policy, petitions, course selection, graduation procedures, etc.); Coordinate registrations for dept majors.

Duty/Responsibility

Scheduling Coordinator: Prepare Time and Room and report to faculty on scheduling and course maintenance issues; Meet with COLSA Admin Assistants to coordinate/secure room usage in COLSA buildings; Establish and maintain course history folders; Prepare/coordinate (Large room requests; R+30 report; Final exam and common exam schedule; Course Approval Forms; Teacher Evals); Track Class and Grade Rosters, and Independent Study Registrations; Manage permission required courses; Update Teaching Schedules.

Duty/Responsibility

Other Duties: Provide telephone/office coverage support; COLSA Open House – Prepare Letters to accepted students and work w/ other admins on recruiting/retention efforts; Attend staff and college meetings; Collect and distribute mail.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you meet the definition of an Internal Candidate? Internal Candidates include: (1) active status employees who have completed the introductory period and (2) adjunct staff members who have been employed within USNH for at least 12 months in total and who have worked at least 1,000 hours during the 12 month period preceding the application for the position. Student employment does not apply toward internal status eligibility.
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume/Vita
  2. Cover Letter
  3. (3) Professional References Contact Info
Optional Documents
  1. Other 1